Administrative Assistant

*Please do not include personal data such as NRIC number, date of birth, or residential address in your resume

JOB SUMMARY

The Administrative Assistant provides front-line administrative and operational support by managing reception, enquiries, client payments, office administration, procurement, data management, and site maintenance. The role supports programme and financial administration, ensures accurate documentation and compliance with organisational procedures, and contributes to the smooth day-to-day operations of the site. The role requires strong interpersonal skills, administrative competence, and adaptability to digital tools.

KEY RESPONSIBLITIES:

Front line support

• Provide front line support to all services operating at that site.
• Carry out reception duties, handle enquiries, telephone calls and first-cut referrals.
• Collect fees from clients, record fees and issue receipts from system, bank in collections and ensure proper documentation are attached in the system. Encourage clients to use e-payment platforms.
• Retrieve phone/ email messages for assigned SHINE Sites and ensure messages are conveyed to respective person promptly.
• Maintain Databases and collate data for consultation services/statistics and tracking purposes.
• Generate invoices to external parties as required, which will be sent via various online portals or email
• Collect donations received at site, record donor details and issue acknowledgement letter from system, bank in cash collections, and ensure proper documentation and submission are attached in the system and routed to Partnership Team as required in accordance with SHINE’s policy and procedure. Encourage donors to use e-payment platforms.

Office administration

• Perform site office administrative and clerical work including data entry, typing, filing, maintaining records and other related duties.
• Issue and replenish stationery and track stocks
• Handle site postage/ incoming and outgoing mailing/ courier services.
• Support Service Directors to check staff expense reimbursement to ensure completeness of supporting document, in compliance with SHINE’s policy. Follow up with staff to close outstanding matters.
• Support programme/event level budget tracking for assigned services through retrieval of reports available in the ERP system, as requested by RO.
• Raise purchase orders and record receipt of goods and services via ERP system. POs are based on pre-approved purchase requisitions and recommended vendors submitted by respective programme staff.
• Source and raise PO for office related items or other items as requested by Directors.

Office maintenance

• Responsible for site equipment maintenance including but not limited to air-con, photocopy machine etc.
• Handle site maintenance and housekeeping including coordinating duties for cleaning assistant.
• Implement and promote health and safety requirements as assigned, including but not limited to Safe Management Measures during a pandemic or as part of the service continuity plan.

Others

• Support the coordination and administrative arrangements for on site training activities, including room bookings, logistical coordination, and related administrative communications with trainer/ participants.
• Any other duties as assigned

REQUIREMENTS

• Good communication and interpersonal skills
• Effective Team Player
• Willingness to learn new skills and adopt new processes
• Has good hands-on knowledge of Microsoft office applications and able to use software applications where required such as the ERP, CRM, LMS
• Strong Administrative skills required and additional experience in receptionist duties will be an advantage

Only Singaporeans
We regret to inform that only shortlisted candidates will be notified